Park Village HOA Board Meeting Thursday, December 15, 2016 Park Village Clubhouse 7:00 PM. Meeting Minutes

Transcription

1 Park Village Homeowners Association Board of Directors Meeting December 15, :00 p.m. Park Village HOA Board Meeting Thursday, December 15, 2016 Park Village Clubhouse 7:00 PM Meeting Minutes 1. Call to order 2. Roll Call, Establishment of Quorum Present: James, Karen, Linda, Ginny, Lee. Quorum established. 3. Amend of agenda A. Reference attachment, 15DEC16-01 Agenda. B. Motion: Postpone agenda item 12b (covenant review) until next meeting. Motion made by Karen, Second by Linda. Discussion ensued. C. Motion: Add pool chair refurbishment expenditure approval to Agenda item 11 - Old Business. Motion made by James, Second by Karen. 4. Approve minutes from the annual meeting A. Motion: Amend Annual Meeting minutes to include votes cast as 106 attendees and 74 proxies. Motion made by James, Second by Ginny. Discussion ensured. B. Motion: Table approval of Annual Meeting minutes. Motion made by James, Second by Karen. C. Motion: Move item 8 of agenda (Board Structure) to immediate discussion. Motion made by James, Second by Karen. D. Motion: Positions of Board members are as follows: James, President; Karen, Vice President; Ginny, Treasurer; Linda, At-Large; Lee, Secretary. Motion made by James, second by Karen. 5. Management Report A. Reference attachment, 15DEC16-02 Management Company s Report. B. Report delivered by James. C. Motion: Approve $200 to fix or replace Media Room Door Lock. Motion made by Lee, Second by Karen. D. General consensus of Board to move item 6 of Management Report (Pool furniture) to Old Business of this agenda. Meeting Minutes Page 1 of 3

2 Park Village Homeowners Association Board of Directors Meeting December 15, :00 p.m. 6. Treasurer s Report A. Report delivered by James. 7. Committee reports A. Grounds: Report delivered by Tony. B. ACC: Report delivered by Mike. C. Playground: Report delivered by James. Discussion presented on playground inspection preliminary report. D. Pool / Swim team: Report delivered by Karen. E. Social committee. F. Community watch: Report delivered by Karen. G. Mom s club: Report delivered by James. 8. Board Structure A. See item 4C and 4D of these Minutes. This item 8 (Board Structure) was moved and addressed in those items. 9. Establish protocols for handling motions A. General discussion on efficient way of introducing motions for consideration. 10. Establish 2017 meeting schedule A. Discussion on 2017 meeting schedule. To be reviewed by Board of Directors. 11. Old Business A. Reference attachment, 15DEC16-03 Refurbishment Price Quotation. Motion: Approve expenditure of $8, for pool chair refurbishment (see attachment 15DEC16-03 Refurbishment Price Quotation ). Motion made by Karen, Second by Ginny. Discussion ensued. 12. New Business A. Yahoo Group Code of Conduct. Reference attachment, 15DEC16-06 Code of Conduct. Introduction of proposed Yahoo Group Code of Conduct presented by James. Motion: Approval of Yahoo Group Code of Conduct. Motion made by Linda, Second by James. Discussion ensured. B. Discussion to rescind recent trash can letter. Reference attachment, 15DEC16-04 Nullifying letter of warning Motion: Nullify trash can letter of warning. Motion made by Linda, Second by Karen. Discussion ensured. Meeting Minutes Page 2 of 3

3 Park Village Homeowners Association Board of Directors Meeting December 15, :00 p.m. Vote: PASSED (3 in favor, 2 opposed). C. Discussion to attach a lead name to all PV website posted committees, and Board of Directors. Reference attachment, 15DEC16-05 Standardization of Committee Listings on Park Village Website. Motion: Standardization of committee listings on Park Village website. Motion made by Lee, Second by Linda. Discussion ensured. Vote: PASSED (4 in favor, 1 opposed). 13. General comments and questions from those in attendance. 14. Adjournment Motion: Adjournment. Motion made by James, Second by Karen. Vote result: PASSED (unanimous). Meeting Minutes Page 3 of 3

4 1. Call to order 7:00 PM 2. Roll Call, Establish Quorum 3. Amend agenda if needed 7:05 PM Park Village HOA Board Meeting Thursday, December 15, 2016 Park Village Clubhouse 7:00 pm Agenda 4. Approve minutes from the annual meeting 7:10 PM 5. Management Report James 7:15 PM 6. Treasurer s Report - James 7:25 PM 7. Committee reports a. Grounds 7:35 PM b. ACC 7:40 PM c. Playground - James 7:45 PM d. Pool / Swim team - Karen 7:50 PM e. Social committee 7:55 PM f. Community watch Karen 8:00 PM g. Mom s club James 8:05 PM 8. Board Structure 8:10 PM 9. Establish protocols for handling motions 8:15 PM 10. Establish 2017 meeting schedule 8:25 PM 11. Old Business 8:35 PM 12. New Business a. Yahoo Group Code of Conduct - James 8:45 PM b. Homeowners Covenant Review Subcommittee/Task Force Lee & Linda 8:55 PM c. Discussion to rescind recent garbage can letter Lee 9:15 PM d. Discussion to attach a lead name to all PV website posted committees, and Board of Directors - Lee 9:20 PM 13. General comments and questions from those in attendance. 9: Adjournment

5 1. Finance Report a. Financials in Packet Park Village Home owners Association Board of Director s Meeting on Thursday, December 15, 2016 Management Company s Report 2. Administrative a. Covenant Violation Log ed b. New homeowner list sent. c Meeting dates are: 1/26, 3/23, 5/25, 6/22, 9/28, 10/19, and the annual on 11/16. Management contract is for 6 meetings and an annual. Extra meetings and meetings over 2 hours have additional fees. d. Violations have not been sent this month, I am waiting on direction from the board as to how strict to be. All trash can violations have been closed out until the board decides how to proceed. 3. Ponds a. Martins Pointe pond work will cost approx. $5000 $6000. The existing rip rap needs to be refreshed and bank erosion repaired and stabilized. There could be potential permitting and buffer authorizations needed for this. Rough cost does not include consulting cost or permit costs. Pond Company is working on final estimate for Clubhouse a. Parking Lot lights We are still waiting on Duke Energy to schedule. b. Media room door will not lock, I have the key, but since the latch closing piece is bent it will not close down tight enough to be able to lock it. Suggestion is to replace it. c. Door by refrigerator needs repair, there is gap between the top and bottom door. d. Doors have been re keyed inside. 5. Landscaping/Grounds a. Critierium Giles did an engineering report on the retaining wall by the pool. b. Playground inspector from Atlantic Mulch inspected the playground but has not sent the full inspection over, it has been requested to be sent ASAP. c. Bull City Concrete is working with the Town on permitting needed for the walkway to the playground that the previously chosen company did not complete. d. Leaf & Limb and Scott Allen to quote removing tree near Davis Drive entrance. Quotes have been sent to the board. 6. Pool a. Pool furniture has been picked up and sent off for re strapping and refurbishing as approved at the October meeting. 7. Next meeting is January 26 at 7pm.

6 Estimate Aqua Tech Pool Management 4101 Stuart Andrew Blvd Suite D Charlotte, NC Estimate No: 1460 Date: December 12, For: Park Village Description Quantity Rate Amount Furniture - Refurbish (Straps and Frame) Chaise Lounge 51 $98.00 $4, Furniture - Refurbish (Straps and Frame) Dining Chair 39 $68.00 $2, Freight 1 $ $255.00* Freight Discount 1 -$ $127.50* Fuel surcharge 1 $16.50 $16.50* * Indicates non-taxable item Subtotal $7, TAX (7.25%) $ Total $8, / 1

7 Attachment: 15DEC16-04 Park Village Homeowners Association Board of Directors Meeting of the Board of Directors December 15, 2016 Motion Nullifying Letter Of Warning Concerning Homeowners Placement Of Trash Cans In Park Village 1: 2: 3: 4: 5: 6: 7: 8: 9: 10: 11: 12: 13: 14: 15: 16: 17: 18: 19: 20: 21: 22: 23: 24: 25: 26: 27: 28: 29: 30: 31: 32: 33: 34: 35: 36: 37: 38: 39: 40: Whereas R.S. Fincher distributed a letter dated September 21, 2016 warning of placement of trash cans to every homeowner in Park Village recently; Whereas the content of that letter caused and continues to cause much angst among many homeowners; Whereas the genesis of that letter originated from the Board of Directors; Whereas the letter selectively and exclusively concentrated on a single aspect of one covenant among many while all other covenants of similar characteristics were not addressed; and Whereas distribution of the warning, with lack of sensitivity, ignored limiting circumstances unique to some homeowners; now, therefore, be it Resolved, the Board of Directors of the Park Village Homeowners Association: 1. hereby nullifies and retracts any and all effects upon homeowners of that letter, all recording of that letter, all recognition of that letter; 2. retraction of the original letter of warning does not invalidate existing covenants, Park Village Standards and Procedures; and 3. all homeowners are positively encouraged to make every effort to comply with existing covenants and Park Village standards.

8 Attachment: 15DEC16-05 Park Village Homeowners Association Board of Directors Meeting of the Board of Directors December 15, 2016 Motion Standardization of Committee Listings on Park Village Website 1: 2: 3: 4: 5: 6: 7: 8: 9: 10: 11: 12: 13: 14: 15: 16: 17: 18: 19: 20: 21: 22: 23: 24: 25: 26: 27: 28: 29: 30: 31: 32: 33: 34: 35: 36: 37: 38: 39: 40: Whereas the Park Village website is an excellent source of information of Park Village; Whereas many homeowners of Park Village access this website frequently; and Whereas it is important that the committees listed include a description of the committee, and a way to contact the committee; now, therefore, be it Resolved, the Board of Directors of the Park Village Homeowners Association: 1. hereby directs the webmaster of the Park Village website to standardize the information for each committee listed and each member of the Board of Directors; 2. each committee listed will include its proper title and a description of the committee; 3. each committee listed will include the title of Chair signifying the position of the person who is the lead of that committee; 4. each committee listed will include the proper name of the person acting as the Chair of that committee; 5. the website will include a hotlink to the of the Chair; 6. the website will list the names of each person serving on the Board of Directors; and 7. the website will list a hotlink to the of the Board of Directors such that selection of the link will address distributed to all Board members.

9 Code of Conduct The following are the rules and conditions of participation in the Park_Village Yahoo Group ( PV Group ). Please take a moment to review and understand what is expected of all subscribers. By subscribing to or participating in the PV Group, users hereby agree to be bound by and warrant their full compliance with the following terms of participation: The PV Group is a forum provided by the Board of the Homeowner s Association of Park Village in furtherance of its service to the homeowners in Park Village. The purpose of the PV Group is to foster positive community interactions through information sharing within the community. It is not the formal means of communication by the Board. The PV Group is to be used only by residents of Park Village. Messages posted to the PV Group are the opinions of the individuals posting and should not be construed as official notices/policies unless otherwise stated. Should anyone have a suggestion or complaint in regards to a Park Village community subject, it is still required that he/she contact the Board through PVHOA@parkvillage.org or call R.S. Fincher at (919) For more information about the Board and their duties, please visit parkvillage.org. The Board does not accept any responsibility for the opinions and information posted to the PV Group. The Board disclaims all guarantees and warranties with regard to information posted to the PV Group. In no event shall the Board be liable for any special, indirect or consequential damages, or damages of any kind whatsoever, resulting from loss of use, data or profits, arising out of or in connection with the use or performance of any information posted to the PV Group. When posting a new topic, please label the SUBJECT line of your message clearly. A descriptive subject line allows all members to quickly scan messages and read only those of interest. When you create an to start a NEW topic of discussion, please do not start your subject line with <Re:>. In usage <Re:> in the subject line indicates a response to a previous subject. When starting a new topic, please change the subject line to reflect the new discussion. (Ex: NOW: Kid Craft on Saturday. WAS: Summer Activities for Children). Messages are better organized when the topics are clearly labeled. Therefore, please do not post about a lost pet under a subject topic for Need a Repairman. Search the archives first to see if your question has already been answered or if a thread for your subject was started previously. If not, start a new thread. There are few do s and don ts when posting. The following lists are not meant to be exhaustive. Rather, take it in the spirit in which it s intended - a guide to make it easier to enrich all of us and the community in which we participate.

10 Section A: When posting to the PV Group, you are expected to be: 1. Friendly and patient. 2. Welcoming. We strive to be a community that welcomes and supports people of all backgrounds and identities. This includes, but is not limited to members of any race, ethnicity, culture, national origin, color, immigration status, social and economic class, educational level, sex, sexual orientation, gender identity and expression, age, size, family status, political belief, religion, and mental and physical ability. 3. Considerate. 4. Respectful. Not all of us will agree all the time, but disagreement is no excuse for poor behavior and poor manners. We might all experience some frustration now and then, but we cannot allow that frustration to turn into a personal attack. It s important to remember that a community where people feel uncomfortable or threatened is not a productive one. 5. Careful in the words that you choose. Section B: When posting to the PV Group, do not: 1. Use profanity or abusive language. 2. Insult or put down other participants. No name calling. 3. Make personal remarks about the poster. 4. Use derogatory phrases or adjectives; or abstract or demeaning characterizations 5. Make discriminatory jokes. 6. Use discriminatory language. 7. Harass or exclude others. 8. Threaten anyone physically, mentally, or emotionally. 9. Threaten anyone s family, property or pets. 10. Post sexual materials or information. 11. Post violent material. 12. Post (or threaten to post) your or someone else s personal identifiable information, such as social security numbers, dates of birth, or driver s license numbers. 13. Post any defamatory, abusive, profane, threatening, offensive, or illegal information or material. When in doubt, if the language would not be used in an employment setting, it is not appropriate for the PV Group. Remain cognizant of how communications could potentially be perceived as offensive and/or bullying. 14. Post any confidential information or any information that would infringe upon the proprietary, privacy or personal rights of others. This includes but is not limited to information regarding violations or fines assessed against homeowners, information and materials prepared for or used during a closed session of the Board, and contract terms of vendors utilized by the Board. 15. Submit any false, misleading or fraudulent postings. 16. Forward chain letters or virus warnings you have received from someone else. These are almost always hoaxes of some sort, wasting people s time, in-box space and energy in responding. 17. Post any information or other material protected by copyright without the permission of the copyright owner. For example, forwarding newspaper articles may violate the publisher's copyright. You may post a link to the story with a line or two describing the content of the article but full text should not be reproduced under copyright laws.

11 18. Use any words, logos or other marks that would infringe upon the trademark, service mark, certification mark, or other intellectual property rights of the owners of such marks without the permission of such owners. 19. Forward or copy any postings, in whole or in part, to others outside the PV Group without the express, written consent of every author of a message included in the forward or copy. 20. Solicit business or advertise your business, which includes information about your business in your signature block. Share resources, knowledge, and experiences with others freely. However, the PV Group is not a marketing tool and should not be used to persistently recommend your services or products. 21. Harvest addresses from the PV Group. Its success relies upon our ability to maintain the integrity of members inboxes. 22. Contact subscribers for commercial purposes using the addresses, e- mails addresses, fax numbers, or telephone numbers obtained from the PV Group unless the subscriber expressly grants his or her permission. 23. Utilize the website or PV Group in any illegal manner. 24. Advocate for, or encourage, any of the above proscribed behavior. The Board reserves the right at all times to disclose any posting and the name of its original poster when we believe such disclosure is appropriate to comply with the law (a court order or subpoena); to prevent or investigate a possible crime or other violation of law; or to protect subscribers rights, property, and safety or the rights and property of the Park Village. Classified Listings. The Classified and Wanted databases are for the sale and sharing of items only. Services should not be advertised in these databases. Park Village, the Board Members, and the Management company are not responsible for the items or actions of the sellers. Contact sellers at your own risk. Monitoring PV Group and Violations of this Code of Conduct A designated member of the Board may monitor the PV Group (the Moderator ), although no member of the Board has an obligation to do so. The Board may also delegate monitoring to a resident of Park Village, a non-resident or another entity. The Moderator does not screen or regularly review posted content. The Moderator will investigate any complaints of possible violations and may take any appropriate action, in his/her sole discretion, including but not limited to issuing warnings, removing content, limiting or suspending access, and terminating subscriptions. However, because situations and interpretations vary, the Moderator also reserves the right to take no action. Either the Moderator or the Board may also report postings to the appropriate authorities. If you believe a posting to the PV Group violates this Code of Conduct, please notify the Moderator by sending an to Park_Village-owner@yahoogroups.com. Official Disciplinary Action Upon the first violation, the subscriber may receive a written warning from the Board and/or the Moderator.

12 A second violation within 6 months may result in a three-month suspension from the PV Group. A third violation within a year of the second violation may result in immediate and permanent suspension of all access to the PV Group. Appeal process. A subscriber to the PV Group who has been disciplined for a second or third violation may appeal that disciplinary action to the Board as a whole by sending an to pvhoa@parkvillage.org. The Board, in its sole discretion, may decide the appeal by , or at an open meeting of the Board.